Project Coordinator

Role Purpose

Support planning and delivery of virtual, hybrid, and interview-led programs across healthcare congresses and campaigns—webinars, live-streamed sessions, virtual symposia, remote KOL panels, patient/clinician interviews, and on-demand content libraries. Coordinate schedules, content workflows, speaker/host logistics, tech rehearsals, platform setup, compliance documentation, and post-event analytics to ensure flawless, compliant delivery.

Key Responsibilities

1) Project Coordination & Scheduling

• Build and maintain detailed project plans (timelines, milestones, dependencies) for multiple concurrent virtual events and interview productions.
• Coordinate speaker/KOL/host availability, briefing calls, tech checks, green-room schedules, and live day run-of-show.
• Track deliverables (abstracts, slides, scripts, consent forms, disclosures) with clear RACI and deadlines.

2) Virtual Event & Platform Operations

• Configure event platforms (e.g., Teams Live Events, Zoom Webinar, ON24, Webex Events)—registration pages, roles (host/panelist/attendee), breakout plans, Q&A/polls, security settings.
• Run speaker tech rehearsals: audio/video checks, screen-share tests, lighting/framing guidance, backup dial-ins.
• Coordinate AV and streaming partners for hybrid rooms (encoders, capture cards, switching, graphics slates, lower thirds).

3) Interview-Model Production Workflow

• Manage pre-interview logistics: topic outline, question guides, scientific references, consent & release forms, compliance routing.
• Schedule and track recording sessions, organize files (naming conventions, versioning), and coordinate post-production (editing, captioning, graphics, chaptering).
• Publish to on-demand hubs with metadata, thumbnails, and access controls; verify playback quality.

4) Content & Compliance Coordination

• Liaise with medical affairs/compliance for promotional vs. non-promotional separation, fair balance, product claims review, adverse event guidance, and data privacy.
• Ensure speaker disclosures/COIs, patient consents, and GDPR/HIPAA-equivalent data handling where applicable.
• Maintain audit-ready documentation: agendas, approvals, scripts, final assets, attendance logs, CME proofs (if relevant).

5) Stakeholder Communication

• Serve as day-to-day coordinator with clients, speakers, agencies, and internal producers.
• Issue weekly status reports, risk logs, and action trackers; own meeting notes with clear next steps.
• Prepare run-of-show documents, cue sheets, and moderator briefers.

6) Measurement & Reporting

• Capture and reconcile event analytics: registrations, live attendance, watch time, Q&A/polls, lead capture, feedback/NPS.
• Produce post-event reports with highlights, audience insights, and recommendations for improvement.
• Support ROI/ROO mapping vs. objectives (education outcomes, engagement, follow-up actions).

Qualifications & Experience

Must-Have

• 2–4+ years in event coordination or digital program coordination, ideally within healthcare, medical education, or life sciences agencies.
• Hands-on experience with virtual event platforms (Teams, Zoom Webinar, ON24, or similar).
• Proven ability to manage multi-stakeholder schedules, content workflows, and live-day operations.
• Strong attention to detail, documentation rigor, and compliance-first mindset.

Nice-to-Have

• Experience coordinating KOL/patient interviews and post-production workflows.
• Familiarity with healthcare compliance/med‑legal review processes.
• Exposure to CME/CPD programs and outcomes measurement.
• Basic knowledge of video editing workflows (handoff to editors), captioning, and accessibility.
• Multilingual (Arabic/English) is a plus.

Education

• Bachelor’s in Communications, Marketing, Event Management, Media Production, or related. Healthcare background a plus.

Core Competencies

• Organization & Time Management: Runs tight timelines and parallel workstreams.
• Communication: Clear, concise updates; confident with clinicians and executives.
• Technical Fluency: Comfortable with webinar tools, AV basics, and file management.
• Problem Solving: Calm under pressure; proactive risk mitigation.
• Quality & Compliance: Documentation accuracy, version control, and approvals discipline.
• Customer Focus: Service-oriented with a can-do approach

Job Type: Full-time

Pay: AED5,000.00 - AED8,000.00 per month

Application Question(s):

• Have you worked in exhibition or events or conferences?
• What is your salary expectation in AED?

Education:

• Bachelor's (Preferred)

Experience:

• Project Coordination: 1 year (Preferred)